MARK ANTHONY BREWING INC.
Executive Assistant
MARK ANTHONY BREWING INC., Chicago, Illinois, United States, 60290
We are seeking a proactive and diligent Executive Assistant to join our team. The ideal candidate will possess a proven track record of excellence and accuracy, demonstrating a high level of motivation and a positive attitude. This role requires exceptional organizational skills, and an unwavering commitment to maintaining high standards of excellence.
This role will provide executive assistant support to the Executive Vice President and the Chicago based supply leadership team.
Core Duties and Responsibilities:
Scheduling
Manage multiple calendars over multiple time zones and maximize the Executive Vice President & the Chicago based leadership team's calendarsProvide comprehensive administrative support to the executive team.Manage and organize complex calendars, including scheduling meetings, appointments, and events.Plan, coordinate, and execute company events, both large and small.Prepare and edit correspondence, reports, and presentations with meticulous attention to detail.Provide expenses support to the leadership team.Handle confidential information with the utmost discretion and professionalism.Liaise with internal and external stakeholders, fostering positive relationships.Monitor and manage communication channels, ensuring timely responses and follow-ups.Conduct research and compile data to support executive decision-making.Assist with special projects and other duties as assigned.Expenses & Budgets
Prepare, track, and meet fiscal budgetsTrack, process, and code expenses and invoicesTravel
Arrange travel and accommodation, corporate aircraft and commercial flights where required; liaising with the aircraft logistical manager to ensure efficiencies in travel schedules while minimizing costs.Arrange travel and accommodation for all travel in an efficient mannerCreate and manage complex itineraries, including multiple destinations in different time zonesSchedule all travel for business: research destination, meeting coordination, itineraries, hotels, transportation, flights, and mealsAdministration & Organization
Proactively identify issues and troubleshoot solutions before they get through the Executive Vice President's doorHost and liaise with visitorsHandles sensitive topics and data, operates under strict confidentialityFiling and general administrative dutiesAssist with project management and ensure project deadlines are metAssist with speeches for public engagementsAssist with meeting materialsManaging and liaising with other team members across all the Mark Anthony Brewing locationsBe available outside of work hours checking and replying to emails and requestsMinimum Requirements:
Qualifications, Education, & Experience
10+ years of Executive Administrative supportRelated administrative diploma or degree programUnderstands the fundamentals of business and able to create processes and procedures to manage information, people, projects, etc. as requiredProven experience as an Executive Assistant or in a similar roleOutstanding organizational and time management skills.Exceptional attention to detail and accuracy.Strong ability to multitask and prioritize effectively.Excellent verbal and written communication skills.Proficient in Microsoft Office Suite and other relevant software.High standards of professionalism and excellence.Positive attitude and highly motivated.Ability to work independently and as part of a team.Skills & Abilities
Ability to effectively prioritize, multi-task, and meet deadlinesAttention to detail and excellent communication skillsAble to deal with confidential informationAdvanced computer skills including MS Office 365 applications (Outlook, Teams, PowerPoint, Excel, Office)Available evenings/ weekends as necessary during heavy workloadWorks with a strong sense of urgencyAnticipatory, able to anticipate the needs of the CEO and office and take proactive measures to meet these needs before they are officially requestedThrives in ambiguity, does not need all information to navigate effectivelyHumble yet confident, able to put the growth of the company/team firstAbility to understand IQ vs EQ
Strong sense of curiosity, constantly questions the way things are done in a constructive manner and thrives on change that improves resultsOpen (no agendas), honest and trustworthyResults-oriented individual with the ability to work effectively with others in a diverse environmentHigh attention to detail-accuracy and clear communication is critical
This role will provide executive assistant support to the Executive Vice President and the Chicago based supply leadership team.
Core Duties and Responsibilities:
Scheduling
Manage multiple calendars over multiple time zones and maximize the Executive Vice President & the Chicago based leadership team's calendarsProvide comprehensive administrative support to the executive team.Manage and organize complex calendars, including scheduling meetings, appointments, and events.Plan, coordinate, and execute company events, both large and small.Prepare and edit correspondence, reports, and presentations with meticulous attention to detail.Provide expenses support to the leadership team.Handle confidential information with the utmost discretion and professionalism.Liaise with internal and external stakeholders, fostering positive relationships.Monitor and manage communication channels, ensuring timely responses and follow-ups.Conduct research and compile data to support executive decision-making.Assist with special projects and other duties as assigned.Expenses & Budgets
Prepare, track, and meet fiscal budgetsTrack, process, and code expenses and invoicesTravel
Arrange travel and accommodation, corporate aircraft and commercial flights where required; liaising with the aircraft logistical manager to ensure efficiencies in travel schedules while minimizing costs.Arrange travel and accommodation for all travel in an efficient mannerCreate and manage complex itineraries, including multiple destinations in different time zonesSchedule all travel for business: research destination, meeting coordination, itineraries, hotels, transportation, flights, and mealsAdministration & Organization
Proactively identify issues and troubleshoot solutions before they get through the Executive Vice President's doorHost and liaise with visitorsHandles sensitive topics and data, operates under strict confidentialityFiling and general administrative dutiesAssist with project management and ensure project deadlines are metAssist with speeches for public engagementsAssist with meeting materialsManaging and liaising with other team members across all the Mark Anthony Brewing locationsBe available outside of work hours checking and replying to emails and requestsMinimum Requirements:
Qualifications, Education, & Experience
10+ years of Executive Administrative supportRelated administrative diploma or degree programUnderstands the fundamentals of business and able to create processes and procedures to manage information, people, projects, etc. as requiredProven experience as an Executive Assistant or in a similar roleOutstanding organizational and time management skills.Exceptional attention to detail and accuracy.Strong ability to multitask and prioritize effectively.Excellent verbal and written communication skills.Proficient in Microsoft Office Suite and other relevant software.High standards of professionalism and excellence.Positive attitude and highly motivated.Ability to work independently and as part of a team.Skills & Abilities
Ability to effectively prioritize, multi-task, and meet deadlinesAttention to detail and excellent communication skillsAble to deal with confidential informationAdvanced computer skills including MS Office 365 applications (Outlook, Teams, PowerPoint, Excel, Office)Available evenings/ weekends as necessary during heavy workloadWorks with a strong sense of urgencyAnticipatory, able to anticipate the needs of the CEO and office and take proactive measures to meet these needs before they are officially requestedThrives in ambiguity, does not need all information to navigate effectivelyHumble yet confident, able to put the growth of the company/team firstAbility to understand IQ vs EQ
Strong sense of curiosity, constantly questions the way things are done in a constructive manner and thrives on change that improves resultsOpen (no agendas), honest and trustworthyResults-oriented individual with the ability to work effectively with others in a diverse environmentHigh attention to detail-accuracy and clear communication is critical